Adding User Defined Fields

You can create as many user-defined fields (UDF) as you like. Each field is associated with a particular table of information. For example, if you wish to add a field that applies to gift information, you would add it to the Gift table.

Once you have added a user defined field, it is available wherever other fields from the same table appear. You can position it on the page your are laying out when you create it. It is also available as an option to display in grids, in reports, and as part of a mail merge letters.

User defined fields are added through the Customize Page Layouts sub tab which is part of the Admin tab. Each user defined field requires the following information:

  1. Table name - the name of the table associated with this field. This value may be selected already, depending on what page you are customizing.
  2. Field name - the name of the field. This appears on the page next to the field.
  3. Descriptive name - a description so that others understand what this is for.
  4. Tool Tip Text - the message that appears when you roll your mouse over the field. This should be a short tip to help the user understand when and how to use this field.
  5. Field Type - the type of data you will be storing in this field and the way you would like to present the information on the screen. There are several choices:
    1. Currency - A number with decimals as determined by your country setting. For most countries, there are two decimals.
    2. Date - a date. The date format is determined by your system date format choice.
    3. HTML Text  - an area where you can insert HTML text.
    4. Hyperlink - a hyperlink field that contains a URL that takes the user to the associated link..
    5. Multiple Selection Drop Down List - a drop down box with a set of check boxes with labels that you define. The user can select any number of choices from the list by clicking on multiple boxes.
    6. Multiple Selection Horizontal List - a set of check boxes with labels that you define. The user can check any number of choices in the list. The boxes appear in a line across the page.
    7. Multiple Selection Vertical List - a set of check boxes with labels that you define. The user can check any number of choices in the list. The boxes appear in a vertical stack down the page.
    8. Numeric Two Decimals - a numeric field with two decimal digits.
    9. Numeric No Decimals - a numeric field for an integer value.
    10. Password - a text field for password.
    11. Single Check Box - a check box field..
    12. Single Selection Drop Down List - a drop down box with a list of labels that you define. The user can select only one value from the list.
    13. Single Selection Horizontal List - a set of radio buttons with labels that you define. The labels list the choices, and the user can select only one. The choices appear in a line across the page.
    14. Single Selection Vertical List - a set of radio buttons with labels that you define. The labels list the choices, and the user can select only one. The choices appear in a vertical stack down the page.
    15. SSN - a field formatted to hold a social security number.
    16. Telephone Number - a field that is formatted in the system format for phone numbers.
    17. Text Area - a larger box where you can type multiple lines of text. A text area includes a corner where the user can expand the box size if they need to.
    18. Text Box - an area where you can type any characters or numbers in a single line box.
    19. Time 24-hour - a time displayed in 24-hour time format.
    20. Time with AM/PM - a time displayed in 12-hour time format, including the ability to indicate AM or PM.
    21. Zip - a field for a zip code, formatted according to your country setting.

How to add a user-defined field

  1. From the Hello menu, select Administration.
  2. Select the Customizing Page Layouts sub tab.
  3. Select the page that you wish to add the field to.
  4. Click on Add User Defined Field
  5. Follow the steps:
    1. Step 1: Name your new field
      1. Check that the table selected is the right one for the new field.
      2. Enter the name of the new field.
      3. Enter a description for the new field.
      4. Add a tool tip to assist the user in understanding what this field is for.
      5. Click on Next to go to Step 2.
    2. Step 2: Select the field type
      1. Select the field type by clicking on it.
      2. Click on Next to go to Step 3.
    3. Step 3: Add labels for multiple choice field types
      1. If the field type is any of the List types mentioned above, you enter the values in the list here.
      2. For each value, you can enter a short and a long name. Indicate which you want to display by selecting Short Name or Long Name in the Show Options box.
      3. Enter a short and long name for your first choice. Enter notes if you wish.
      4. Click on Add.
      5. Repeat the above two steps until you have added all of your options. The options appear in a list.
      6. If you want the values to display in a certain order, you can drag the values up and down in the list.
      7. If you have certain values you no longer need and wish to hide, you can make them inactive by unchecking the Active box. This allows you to continue to see old values in reports but not allow these values to be selected for new data entry.
      8. Click on Save
  6. The new field appears in the Do Not Show column. Drag it from there to the position it should have on the page.